Mercy Corps exists to help people
build secure, productive and just
communities.
Driven by local needs, our programs
provide communities in the world’s
toughest places with the tools and
support they need to turn the crises
they confront into the opportunities
they deserve.
Mercy Corps is looking for
committed and dynamic individuals
to take up the following positions.
Office Administration Officer
Nairobi
Program / Department
Summary:
The operations department is
committed to implementing and
maintaining the highest standards of
efficiency and integrity in daily
administration, logistics,
procurement, asset management
and IT for the national and field
offices Kenya.
The overriding objective for all Mercy
Corps operations activities are the
prompt and effective provision of
on-time solutions to Mercy Corps’
beneficiary populations in
compliance with Mercy Corps’ and
donor policies, procedures,
regulations and specifications.
Essential Job Functions:
Overall responsible for office
administration in Nairobi in
compliance with Office in a Box and
in-country policies
General
Direct supervision of
Administrative
Assistant and
oversight for
international and
domestics travel and
hotel bookings/
reservations.
Supervision of office
cleaner and
performance
development plans
for all staff under
supervision.
Act as the in-charge
of administration in
the Nairobi office
including
coordination of
routine staff
meetings, and
sometimes
representation at
local government
offices as advised by
management.
Monitor and control
Nairobi
administrative/office
expenses and
budget
Collate office-specific
updates for routine
meetings.
Administration:
Ensure full
compliance with all
relevant Mercy Corps
and donor guidelines;
keep up to date with
changing policies and
guidelines.
Ensures Mercy Corps
office and compound
are well maintained
and suitable for
working and living.
Identify and ensure
the provision of
necessary training
and guidance for
administrative
national staff.
Oversee record room
and paper file
management for
administration
Coordinate with
Mercy Corps
managers regarding
the relations with
local authorities; liaise
with government
offices, UN agencies,
NGOs, as required.
Coordination of visa
& work permits for
expatriate staff and
visitors.
Coordinating lease
agreements, timely
payments of leases
and utilities for
properties.
Allocation of MC
owned mobile
phones and data
modems including
on time bill
settlements and
collection of
reimbursements
from staff for
personal usage
Coordinating
stationary and office
supplies.
General office
maintenance
including safety &
security.
Making arrangements
for meetings &
workshops in
coordination with
organizers.
Administration and
track lease, preferred
supplier agreements,
other service
contracts in
administration.
Maintain general
inventory for Nairobi
office and expatriate
houses.
Act as focal point for
MC Kenya legal
counselors and
maintain legal
registry.
Ensure that all Mercy
Corps contracts and
business
transactions/
relationships are
transparent and in
compliance with
Kenya law and Mercy
Corps/donor policies.
Travel /
Accommodation (in
coordination with
Admin Assistant)
Accommodation
arrangements for
national staff and
international visitors
Oversee international
and domestic flight
reservation in
coordination with
Admin Assistant (this
require the
compliance of US Flag
Carriers)
Performance
monitoring of
preferred hotels and
travel agents in
Nairobi
Monitoring of hotel
and travel agent
payments
Supervisory Responsibility:
Administrative Staff in Nairobi
Country Office
Reports Directly To: Acting
Operations Manager
Works Directly With: Operations,
HR and Finance Teams.
Knowledge and Experience:
BA/BS degree in a
relevant field
Minimum of 3-5 years
field experience in
administrative or
operational support
functions, including
procurement, logistics
and human
resources
management, with a
humanitarian non-
governmental
organization,
including two years in
a field emergency/
relief setting
Experience in setting
up and managing
administration and
logistics management
systems
Demonstrated
understanding of
complex
emergencies, related
security concerns,
and appropriate
responses to such
emergencies
Excellent negotiation,
representation skills
and the ability to
work comfortably
with an ethnically
diverse staff
Demonstrated
attention to detail,
ability to follow
procedures and meet
deadlines
Demonstrated ability
to live, work and
solve problems
independently and
effectively in a multi-
cultural setting.
Demonstrated ability
to effectively manage
multiple teams in
different locations in
a high pressure
environment
Strong computer
skills in Microsoft
Office applications
required
Excellent verbal and
written English
communication skills
required; good
knowledge of Swahili
and other local
languages desirable.
Success Factors:
Flexibility and
creativity in planning
and problem solving
Ability to take
initiative, learn quickly
and be accountable
for results
Ability to understand
the larger picture
while remaining
focused on the
details
Awareness of and
sensitivity to multi-
cultural international
development work
Even temperament
and a good sense of
humor
Security awareness
Mercy Corps Team members
represent the agency both during
and outside of work hours when
deployed in a field posting or on a
visit/TDY to a field posting.
Team members are expected to
conduct themselves in a
professional manner and respect
local laws, customs and MC's
policies, procedures, and values at
all times and in all in-country
venues.
Interested candidates who meet the
above required qualifications and
experience should submit on or
before September 10, 2013 at 4.00
p.m. a cover letter, detailed
Curriculum Vitae (CV) listing three
professional references (including a
recent supervisor) to
hrkenya@ke.mercycorps.org
Applicants must clearly indicate on
the email subject the position and
location they are applying for, e.g
“Human Resources Officer-Nairobi”
Applications without the right
subject heading will be automatically
disqualified.
Please do not attach any certificates.
(ONLY Qualified short-listed
candidates will be contacted)
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